Project Charter

Project
Redflag

The idea of the Project Charter is to ensure common understanding of the project
resources, scope and timeline prior to the project being kicked off.

Furthermore this document serves as a basis for decision-making in and around the
Purpose of this
project, and can be seen as a contract between the Steering Committee, Project
document
Sponsor, Project Members and the Project Manager.

Acceptance of the Project Charter from both Project Manager and Project Sponsor
(Steering Committee) is a prerequisite for the project to be kicked off.

Audience All project stakeholders including Project Sponsor and Project Members.
Project Charter Document

1 Document information

1.1 Version control

This document has the following change history:

Version Date Author Change Description

John Doe, Project
1.0 20.04.2015 Document created
Manager

1.1

1.2 Distribution history

This document was sent to the following people:

Version Date Person

1.0 30.04.2014 All Steering Committee members and PMO manager.

2 Project background

The web is more and more becoming the first step for potential new customers to find information about our
products. However in order to complete a sale, the prospective customer needs to show up at our shops. With
an updated intelligent store finder solution, more prospective customers browsing the company’s website will
turn into actual in-store sales. The web store finder solution should drive more customers to the shops and
decrease customer support calls related to finding our store locations.

Usability of our current store finder solution is questionable. Web users are more and more accustomed to
newer standard mapping and geocoding services. Moreover, current store master data is of poor data quality
and technical issues are severe in current implementation.

This project aims to address all these needs and result in an updated intelligent store finder solution that first
and foremost enables customers to painlessly find our stores.

3 Business Opportunity

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Project Charter Document

3.1 Goal

Convert more prospective customers, browsing our company’s website, into the stores that sell our products.
To fulfill this, the project has the following prioritized objectives:
1. Improve solution usefulness by increasing customer geo-data quality from 75% to 99%
2. Create a usability-proven web front-end that is easier and faster for prospective customers to use
3. Continuously monitor end-user conversion
a. clicks per day
b. the number of people using the store finder solution

Additional secondary objectives are:

4. Reduce overall license fee related to solution
5. Deliverer better store geo-coded data for BI research and other internal needs

3.2 Expected benefits

 Increased conversion rate: website > store by 10-30 %

 New modern store finder solution to be reused for other company brands with little extra costs
 Improve the data quality by enhancing the data maintenance process and minimize internal
administration costs

4 Project Scope
4.1 In scope

The project will deliver:

1. Better geo-coded data quality from 75% to 98%

2. Usability proven User Interface
o Web display of store addresses
o Visual identity can be changed by configuration (to enable re-use for other brands)
o Plug and play with company Content Management System
3. New solution backend
o Store addresses maintenance in company’s ERP system
o Web Service interface to front-end
4. Generic solution to be used by all company brands

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Project Charter Document

5. Reduced maintenance time and support costs spend on administrating solution. 20% improvement over
existing setup

4.2 Out of scope

The project will not deliver:

1. Implementation for other brands

2. Upgrade of company Content Management System

4.3 Critical success factors

 Commitment from sales and marketing to commit key resources

 Appointed store location master data address administrator responsibility in Sales offices
 Master data clean-up of existing store addresses

4.4 Dependencies

 Online Marketing Manager required participating at selected decision meetings

 Company Content Management System is successfully implemented in Q1 2016 by project XXXX

5 Milestones
10 Jun. 2016

1 Dec. 2016
1 Oct. 2016

3 Jan. 2017

Design approved User acceptance test

Development completed Solution live
Vendor contracts completed
signed 100% master data
cleaned

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Project Charter Document

6 Risks and mitigating actions

Risk Impact Probability Mitigation

Technology Technical bugs will Low PM responsible to ensure focus on risk
dependencies delay full deployment of management and testing activities for
solution technical IT track.
Unknown number Training and support High Solution Manager will make capacity
of customers for load hard to estimate planning for this. Take into account in
solution and quality will be support contract with vendor.
insufficient
Lack of internal Project cannot be Medium Commitment of resources from line
resources implemented on time. management, prioritize this project in
High reliability on front of other incoming projects.
vendor’s availability

7 Organization

Steering Committee
Eunice Brewer, Olivia Scott, Marvin Payne

Project Manager
John Doe

Project Team Other stakeholders

Devin Conner
Blanche Guzman
Cynthia Stewart
Harriet Banks

8 Expected cost

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Project Charter Document

Project Investment Costs

Redflag Man Internal cost (USD) External Cost
Days expenses center
(calculated) (USD)
IT cost
Application Management 40 27.04
Content Delivery Network installation and 150.00 93
application performance testing
Project support from vendors 200.00 93
System integration 100.00 93
adjustments 50.00 55
Solution design 15.00 93
Project Management 40 27.04
IT infrastructure (internal cost) 25 16.90
Travel and accommodation (expense)
Payment for implementation 200.00 52
New tools 690.00 93
Business cost
Training (internal time) 100 67.60
media for tools development 500.00 ?
Internal time 1200 811.20
License purchase
Travel and accommodation (expense)
Sum internal/external 949.78 1.405.00
Total project cost 2.354.78

Operating Costs
Redflag Man Internal cost (USD) External Cost center
Days expenses
(calculated) (USD)
IT cost
Application Management 50 33.80
Content Delivery Network usage 150.00 ?
costs
vendor basic support 250.00 ?
Business
cost
Internal time support 400 270.40
License purchase
Sum internal/external 371.800 500.000

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Project Charter Document

Total cost 871.800

Above operating budget is an estimate. Detailed analysis on the running costs associated with the new Store
Finder solution is under development.

Following costing data is used in above calculations.

Description Hours Cost / hour Cost USD Cost/day

USD
Internal business resource per week 35 100 2500 5.100
Internal IT resource per week 35 50 1500 2.700

9 Reporting

Project Manager will report to:

 Project Sponsor on a monthly basis

 Steering Committee at milestone completion steering meetings and as required

See project communication plan for detailed information on the project’s communication deliverables.

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